Absence Management

Many departments at HSU are switching from paper to on-line submission of vacations, sick days and other absences. This will be accomplished using a module in PeopleSoft called Employee Self-Service. In general, each person’s role in the absence management process will be the same, just on the computer.

How-to Videos and Guides

Open Labs

Visit an open lab to learn how to enter your absences using this new system. Open labs will be held in GH211C. Select a date and sign up or simply stop by. Visit the Training and Professional Development website for more information.

Self Service

Using PeopleSoft Self-Service, employees can view and edit emergency contacts and view compensation history. Compensation history in this case means a record of changes in pay over time. Learn how to use Self-Service: Self Service Guide

Forms and Documents

Process Overview

Each month, employees will enter their absences or certify that they have not taken time using a PeopleSoft system known as Absence Management Self Service. The goal of Absence Management is to facilitate employee time entry. Absence Management is configured so that employees are able to enter all absences they are eligible to report. The system is designed to track “absences reported” or “time incurred.” It is not intended to replace the current practices for requesting absences. An e-mail notification will be sent to the employee if additional supporting documentation is required for processing. Some entries will require the use of a “Comments” feature. An exception to the use of Absence Management is Catastrophic Leave Donations which must be entered by Payroll.

Each department has a designated reviewer, known as a Timekeeper. In addition, each employee has a designated approver, generally a manager, who is responsible for certifying their absences. The Manager, Timekeeper or Payroll can enter time on behalf of an employee if necessary. The system generates an e-mail notification to the employee whenever time is entered on their behalf.

Role Responsibilities and Processes

Employee:

An employee of the CSU eligible for absences.

Responsibilities

Process

Must certify absences entered is accurate including absences
entered on his/her behalf and complies with state, and federal policy (legal
and CSU) requirements.

Is not able to enter more absences than he/she has accrued or can
report for a given month. Negative balances are not allowed.

Cannot approve his/her absences.

Employee enters and submits his/her absences information.

Employee receives an on-screen certification of status of absences entry.

Employee may modify or delete absences submitted prior to it being reviewed and/or approved.

Timekeeper (Reviewer):

An employee given access and
authority to review absences information for a specified group of employees.

Responsibilities

Process

May enter absences for an employee on an exception basis.

Time entered by the Timekeeper must be approved by the Manager.

Timekeeper reviews absences entries for employees.

Timekeeper sets status to “Reviewed” and submits for approval.

Timekeeper may send an absence transaction back to an employee for modification using the
“Needs Correction” functionality.

Timekeeper may modify/delete absences submitted by employees or absences he/she has entered on
behalf of the employee.

Employee receives notification of changes entered on his/her behalf.

Timekeeper is able to generate reports to manage the review process.

Manager (Approver):

An employee given access and
authorized to certify absences and time information for employees who report to
him/her. This is typically a Management Personnel Plan (MPP) employee.

Responsibilities

Process

May enter time on behalf of employees directly reporting to
him/her when employees are not physically able to do so.

Responsible for ensuring that only appropriate absences is
approved.

Manager approves absences for employees reporting to them.

Manager may send an absence transaction back to employee for modification using “Needs
Correction” functionality.

Manager may modify/delete absences entered by the Employee, Timekeeper or absences he/she
has entered on behalf of the employee.

Employee receives notification of changes entered on his/her behalf.

Manager is able to generate reports to manage the approval process.

Payroll:

The central office on campus that processes
and audits payroll, including absences and time information.

Responsibilities

Process

Responsible for administering the monthly Absence Management
process from beginning to end, including the campus “Notification” process.

May enter/approve absences and time on behalf of employees with
appropriate supporting documentation on an exception basis.

Responsible for auditing absences and “Comments.”

Administers access for the campus “Alternate” and “Proxy.”

Payroll administers the overall Absence Management process.

Notifies the campus of the Absence Management monthly processing deadlines.

Partial Hours

Prior to the system-wide implementation of Absence Management, campus
practices for tracking absences may vary. The system will allow employees
classified in both non-exempt and exempt positions to report absences in less
than whole hour increments up to two places before the decimal and two places
after using a “Partial Hours” feature, however the CSU policy as outlined in HR
2004-26 and the associated Time and Attendance Guide must remain in effect. In
general, time must be entered in full day increments for employees classified
in exempt positions based upon their time base. Exceptions for time reporting
apply to those on FML.

Comments

Comments are required when additional information is necessary to process certain absences
submitted, e.g., Sick Leave – Family. Comments can also be used by the
Employee, Timekeeper, and/or Manager to facilitate the exchange of information
about the absences submitted. Comments are included in the e-mail notification
that is sent when time is marked as “Needs Correction.” Comments are audited by
Payroll.

The following Absences require comments regarding the relationship to the employee:

Bereavement/Funeral Leave

Sick – Bereavement

Sick – Family Care

Prior, Current, and Future Pay Calendar Periods (Retroactive entries)

Absences may be entered for the current Absence period and one
Absence period in the future. Changes to time entered after the Pay Calendar period
is closed must be updated by Payroll as an adjustment since that time was
previously finalized.

Exceptions to the use of Absence Management

Don't use Absence Management in the following circumstances:

Catastrophic Leave Donations

CTO Overtime: If you are accruing comp time, please complete an overtime sheet. When reporting an absence using AMSS, you may indicate comp time.

Family Medical Leave: If you are taking unpaid leave, do not use absence management.

Processing Status Definitions

Several statuses are used to indicate the status of time in
the overall Absence Management process. The following statuses are applicable:
Submitted: Indicates time was entered by an employee.

Status

Description

Reviewed

Indicates time was entered or reviewed by a Timekeeper.

Approved

Indicates time was entered or approved by a Manager. (Time entered by Payroll using Absence Event will also reflect a status of “Approved”).

In Process

Indicates the initial Absence Management process was run.

Finalized

Indicates the final Absence Management process was run. (Changes to time entered in this status will require an adjustment by Payroll.)

Needs Correction

Indicates absences to be corrected. An e-mail notification will be sent to the individual that entered the absences.

Resolved

Indicates when Payroll has processed (resolved) a prior period entry entered in Absence Management via the Manage Prior Period Entries Page.

Absence Name Definitions

Absence Name

Description

Additional Day Off (ADO)

An alternate day off is a compensated day off, taken on an employee’s regularly scheduled
work day, and made available to an employee assigned to a compressed/alternate work schedule when an observed holiday falls on the employee’s non-workday, pursuant to respective MOUs and CSU policy.

Bereavement/Funeral Leave

Compensable time off due to death of an employee’s immediate family member as defined in
the respective collective bargaining agreement/CSU policy provision.

Citizen’s Necessity

Two (2) hours time off without loss of pay for a non-citizen Unit 4 employee to attend oath of
allegiance ceremonies and/or for a Unit 4 employee to vote at a general, direct primary, or presidential primary election.

Compensatory Time Off (CTO)

Paid time off that was earned by an employee in lieu of receiving cash payment for overtime.

CTO-Premium earn

Time earned at the overtime (one and one-half times) rate.

CTO-Straight

Time earned at the straight (one time) rate.

Holiday Credit

(Unit 8): Paid time off that was earned by an employee in lieu of receiving cash payment for time worked on a Holiday; (Unit 1): Holiday credit is the time credited to an employee when he/she works on a holiday.

Jury Duty

CSU compensation and benefits continue when an employee is summoned for juror service
provided that a Proof of Service or Jury Fee remittance is provided to the CSU as applicable.

Maternity/Paternity Leave

Paid leave provided to an employee who as parent, is preparing for the arrival and/or care of a
new child.

Military Leave

Paid and unpaid leave time extended to employees who are members of the Armed Forces of
the United States, the National Guard or Naval Militia. CSU compensation and leave duration are contingent upon the nature of the military leave type.

Military Spouse/Domestic Partner

An unpaid leave of absence up to 10 days to an employee who works at least an average of
twenty (20) hours per week and also is the spouse or domestic partner of a qualified member of the military on leave from deployment.

MPP Paid Administrative Leave (New)

Paid leave for which a MPP employee is granted or placed by the President at a campus or the
Chancellor at the Chancellor’s office pursuant to Title 5 Section 42729.

Organ Donor/Bone Marrow

Paid leave provisions for employees who are organ or bone marrow donors.

Parental Leave

Paid leave provided to an employee who as parent, is preparing for the arrival and or care of a
new child.

Personal Holiday

A compensated day off designated by the employee.

Professional Development Leave

Time off for employees to participate in programs and activities intended to better the
employee’s skills and abilities, pursuant to the respective collective bargaining unit or CSU
policy.

Sick Leave

Earned time used to compensate time off due to an employee’s personal illness or the illness
or bereavement of eligible family members.

Union Leave

Time used by an employee represented under a collective bargaining agreement for union-
related business.

Vacation

Earned time used when an employee takes compensated time off from work for personal rest
and relaxation.

No Time Taken (New)

Used in instances where the employee has not used (taken) absences/reported and/or earned
time.

Holiday CTO

Compensatory Time Off (CTO) earned as a result of an employee working on the day a holiday
is officially observed, as provided for in the respective Memorandum of Understanding (MOU)
or policy provision.

Holiday CTO (Straight)

Compensatory Time Off (CTO) paid/taken at the straight time hourly rate of pay.

Dock

A loss of earnings due to a non-compensable period of absence.

Holiday (Hourly)

Holiday time pursuant to the number of hours of holiday pay that an employee may be entitled
to, pursuant to the respective Memorandum of Understanding (MOU) or policy provision.